Administrator / Project Adminstrator

Collins McNicholas Recruitment; Galway; On-site; EUR 42,000 - 65,000; Full time

Job summary

Collins McNicholas Recruitment in Galway is seeking a Facilities Finance Administrator / Project Co-ordinator for a long-term contract. This role combines accounts payable with overall administration and requires strong attention to financial data accuracy.

You will raise and manage POs, track spend, forecasts, and monthly reporting across capital projects, OPEX, and vendor accounts, collaborating with project leads, suppliers and internal teams to ensure timely processing and robust financial

Qualifications

• Experience tracking capital-project spend, OPEX, budgets, forecasts, commitments, or cost-centre/WBS-coded expenditure.
• Experience supporting month-end reporting, accruals, reconciliations, financial variance analysis, or budget reporting.
• Strong Excel skills and experience maintaining accurate financial trackers and monthly reports.
• Experience using procure-to-pay, ERP, invoice-processing, or financial systems such as Ariba, Candex, Readsoft, SAP, Coupa, Oracle, Planisware, or similar.
• Strong attention to detail, organisation, and confidence working with financial data.
• Excellent stakeholder-management skills, with the ability to work proactively with Finance, Accounts Payable, project teams, suppliers, and operational colleagues.

Responsibilities

• Raise and manage purchase orders for capital projects, facilities maintenance, utilities, rent, and operational expenditure.
• Maintain accurate PO, project-spend, and forecast trackers.
• Monitor PO drawdowns, open commitments, invoices, goods receipts, and unused PO balances.
• Follow up with suppliers, project leads, and internal stakeholders to ensure invoices are received and processed promptly.
• Resolve Accounts Payable, payment, invoice, Candex, and Readsoft queries.
• Track capital-project spend against approved budgets, CAR values, WBS codes, and forecasts.
• Support monthly capital forecasting and update financial information in Planisware.
• Prepare monthly reporting on project spend, outstanding POs, remaining budgets, OPEX performance, and financial risks.
• Support month-end processes, including accrual review, invoice reconciliation, and OPEX variance analysis.
• Update Facilities KPIs and programme savings information in Fabriq and Planisware.
• Support new supplier setup, supplier onboarding, and maintenance of vendor records.
• Review utility and rental invoices, raise associated POs, and support direct-debit reconciliation.
• Support hard-services maintenance administration, including PO raising, timesheet review, and vendor finance meetings.
• Identify opportunities to improve finance processes, trackers, reporting, and process documentation.

Skills

Excel

Stakeholder management

Capital spend tracking

Budget forecasting

Month-end reporting

Tools

Ariba

Candex

Readsoft

SAP

Coupa

Oracle

Planisware

Job description

Facilities Finance Administrator / Project Co-ordinator

required for a long-term contract for Galway based multinational. Strong background in accounts payable, and over all administration.

Key responsibilities

• Raise and manage purchase orders for capital projects, facilities maintenance, utilities, rent, and operational expenditure.
• Maintain accurate PO, project-spend, and forecast trackers.
• Monitor PO drawdowns, open commitments, invoices, goods receipts, and unused PO balances.
• Follow up with suppliers, project leads, and internal stakeholders to ensure invoices are received and processed promptly.
• Resolve Accounts Payable, payment, invoice, Candex, and Readsoft queries.
• Track capital-project spend against approved budgets, CAR values, WBS codes, and forecasts.
• Support monthly capital forecasting and update financial information in Planisware.
• Prepare monthly reporting on project spend, outstanding POs, remaining budgets, OPEX performance, and financial risks.
• Support month-end processes, including accrual review, invoice reconciliation, and OPEX variance analysis.
• Update Facilities KPIs and programme savings information in Fabriq and Planisware.
• Support new supplier setup, supplier onboarding, and maintenance of vendor records.
• Review utility and rental invoices, raise associated POs, and support direct-debit reconciliation.
• Support hard-services maintenance administration, including PO raising, timesheet review, and vendor finance meetings.
• Identify opportunities to improve finance processes, trackers, reporting, and process documentation.

Requirements

• Experience tracking capital-project spend, OPEX, budgets, forecasts, commitments, or cost-centre/WBS-coded expenditure.
• Experience supporting month-end reporting, accruals, reconciliations, financial variance analysis, or budget reporting.
• Strong Excel skills and experience maintaining accurate financial trackers and monthly reports.
• Experience using procure-to-pay, ERP, invoice-processing, or financial systems such as Ariba, Candex, Readsoft, SAP, Coupa, Oracle, Planisware, or similar.
• Strong attention to detail, organisation, and confidence working with financial data.
• Excellent stakeholder-management skills, with the ability to work proactively with Finance, Accounts Payable, project teams, suppliers, and operational colleagues.

For a confidential discussion and more information on the role, please contact Noeleen Stewart.

[e-mail]

091-706712